Facilities Administrator

Facilities Administrator

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Our small Canadian-born business was founded in 1978 and has become a global organization that now spans 120 locations across 20 countries. Our expansion has been rapid, but what matters most is the common belief that drives all 5,000 of our people to be a different type of real estate organization. We believe that the places in which we live, work and play have the power to make us happier and healthier, and we are united by a shared sense of purpose, to have a positive impact on people’s lives.

In short, we are a global commercial real estate advisory firm with a simple aim for real estate to play a leading role in creating vibrant buildings, cities and places that deliver long-lasting social value and economic impact.

We believe that our industry is changing, and we want our business to be a melting pot of curious minds, passionate hearts and strategic intelligence. Your gender, religion and race are all highly respected, but are less important to us than your ability to step up and change the game. We provide you with a place where you can do just that, with like‑minded people.

Collaboration is embedded in the way we work – our people have the autonomy to collaborate on client relationships, engage teams across the business, lead operations, work collectively on projects, participate in strategy and are ultimately responsible for our growth. Our distinctive Principal‑led, privately‑owned model puts us in the enviable position of being able to offer every employee the opportunity to own a share of our business and inspires and allows anyone to become a Principal.

This role carries voting rights, so our people have a very real say in the future direction and operation of our business. This means that we are able to attract, engage and retain the best talent from the industry.

• To assist the Facilities Team with administrative support and the day to day running of the facilities services.
• Build and develop working relationship with the client.
• Client PIM system – Backlog – to review all units individually and upload and record dates etc for all statutory certificates. Training will be provided on the system.
• Client PIM system – To review and upload unit certificates going forward and record dates etc. Training will be provided on the system.
• Unit H&S folders – following refurbishment, check and upload to correct locations and record to PIM & SharePoint.
• EPC – Manage and upload for the EPC current project. Then to program and manage for EPC’s expiring and re‑testing.
• Assisting FM Team to collate and upload all certification to both PIM & SharePoint.
• Point of Contact for Data management & processing between AY & Logicor.
• Uploading Property inspections into correct locations.
• Upload and manage latest estate pictures.
• Purchase Order Raising, coding and checks.
• Undertake any other duties, appropriate for the post, as directed by the teams Facilities Managers.
• To assist and manage the facilities in the absence of the Facilities Manager.
• In the absence of the Facilities Manager be the first port of call for all facilities related issues and to liaise with the relevant contractors/suppliers to ensure that any works/services are carried out accordingly.
• Take a proactive role towards H&S reporting any issues to the Facilities Manager.
• Build and maintain a current, working knowledge of all policies, procedures, and systems.
• Drive service excellence within team members, leading by example and developing them to spot opportunities to go the extra mile.
• Build and maintain a current, working knowledge of all policies, procedures and systems, as well as general information, in order to be able to provide staff and visitors with information as required.

• IT Experience would be ideal. The post holder should also have good communication skills, administration and IT skills, an enthusiasm for working with people, and a flexible approach to work.

• 5 GCSE’s or equivalent.

• Good problem‑solving skills.
• Abili…